Others like to take the opportunity to inject a little personality and make the reader smile, like our very own Rachael’s summertime out-of-office:
We’ve certainly come a long way since the honeymoon days of You’ve Got Mail, the 1998 Meg Ryan romcom in which each new electronic missive set Tom Hanks’ heart fluttering (and vice versa). These days, in tech circles, you’ll hear tales of folk who’ve set their email servers up to automatically delete unread emails after a week – before going on holiday for a full fortnight. Others have reduced the OOO to a single word in the subject line: “Nope.”
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I, for one, tend to forget to set my automated out-of-office (OOO) email responder and scramble to do it before the plane takes off 🙈 It’s important to inform your customers and business associates (and remind your colleagues!) that you’re away, especially if they’re expecting a prompt response.
If you need immediate assistance before then, you may reach me on my mobile – (Mobile Number).
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Same. All you need to know is I am not available and you are not going to hear from me until such and such date and contact so and so if you need something sooner.
Because you can never predict when an emergency will come up, make sure you have someone who can resond to urgent requests. And that person would be your direct manager. But let them know ahead of time so they're not blindsided when they need to respond to something.
Is your email urgent? If so, you should probably call [Name] at [phone number], and they will assist you. They aren’t in the sunshine – they’re still at work.
I can just about see having two OOOs: one for the actual leave time, and one for the first day you are back in the office, so people are aware you are digging yourself out of the emails and to please call or IM if it is time-sensitive.
And yet regardless of your job description, the humble OOO can do much more besides simply telling people not to expect a prompt reply. Crafted subtly enough, it can even drum up business for you. While they wait for you to respond, perhaps they’d like to check out your new website or sign up for your monthly newsletter?
If one were concerned about the message rubbing people the wrong way, it’s certainly something that can work with a bit of rephrasing: “I’m out on leave from X to Y. All messages received during that time will be deleted. Please resend your request after Y, or else contact Z for urgent assistance.”
Before you put your coworker’s email address on your out-of-office message, get their approval and discuss a plan for handling requests and passing responsibilities back when you return.
Yep, tech worker here and I didn’t even bat an eye at this when I saw it on TikTok.
(Depending on your email host, the process of setting up your out of office assistant may vary. You can find a guide on how to access your out of office settings in Outlook here.)
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